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Transactions in Hansa - Receipts

When a Customer makes a payment against an Invoice, the transaction is known as a Receipt. In the Nominal Ledger, the raising of a Receipt credits the Debtor Account and debits the Bank or Cash Account. As with Invoices, Receipts are usually entered in the Sales Ledger, where they are allocated against the appropriate Invoice(s), and the consequences in the Nominal Ledger are handled automatically. Normally, a Receipt will generate a Nominal Ledger Transaction like this:

In generating Nominal Ledger Transactions from Receipts, the Accounts used are selected as follows.

Debtor Control Account
The Debtor Control Account for the Invoice being paid will be transferred to the Receipt. For details of how this is calculated, please refer to the 'Debtor Control Account' section of the Sales Invoices page.

If the Receipt is not allocated against a specific Invoice (i.e. it is an "On Account" Receipt), the On Account A/C entered in the Customer Category or the Account Usage S/L setting (in order of priority) will be credited.

Bank or Cash Account
The Cash or Bank Account posting will be determined from the Payment Modes setting, available in the Sales and Purchase Ledgers. This is used to store different payment methods, such as cheque, cash, credit card. Each payment method can be attached to a different Account, perhaps reflecting the usage of different bank accounts for each type of payment.

If a payment is received in a foreign currency, the Rate Loss, Rate Gain and Rate Round Off Accounts will be used. Cash discounts will be booked to the relevant Cash Discount Accounts, and write-offs from the Sales Ledger will use the Write Offs Account. All these accounts are specified in the Account Usage S/L setting.

If any of the Account Numbers refers to a non-existent Account, Hansa, in attempting to generate the Nominal Ledger Transaction, will display the error message: "Transaction could not be generated. Check settings".

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